1. P-Card_WorksTraining_Oct20111 RCNJ-BOA Purchasing Card Works Training Ramapo College and Bank of America VISA Procurement Card Program WORKS Training

2. P-Card_WorksTraining_Oct20112 Training Goals 1.Demo Works –Log-In –Process a transaction –Dispute a transaction –Run reports 2.Program Review

3. P-Card_WorksTraining_Oct20113 BOA Works Processing in Works –Receipt –Comments (optional) –FOAP –Sign-Off Disputes

4. P-Card_WorksTraining_Oct20114 Important Reminders Get a receipt Complete processing in Works Print out month end statement – Attach receipts – Get signature - Send to Accounts Payable

5. P-Card_WorksTraining_Oct20115 P-Card Program Review

6. P-Card_WorksTraining_Oct20116 Policy & Procedures Posted on Purchasing website –Policies & Procedures / Credit Card / BOA Purchasing Card

7. P-Card_WorksTraining_Oct20117 Card Use – Part 1 Small Dollar Purchases – $1,000 and below College Administrative Staff Transaction Limit Monthly Credit Limit Within Purchasing & Travel Policies

8. P-Card_WorksTraining_Oct20118 Card Use – Part 2 YES –Travel pre-payments for registrations & air, rail, bus –Memberships, Subscriptions –Office Supplies – WB Mason –In Store Purchases

9. P-Card_WorksTraining_Oct20119 Card Use – Part 3 YES –Ramapo College Bookstore Use card starting on 11/1 Pay open balance through A/P Close account

10. P-Card_WorksTraining_Oct201110 Card Use – Part 4 NO (result in transaction decline) –personal use, cash advances, travel, food, gasoline, computers, club stores, drug stores, liquor stores, grocery stores, doctor’s offices, fixed assets, Sodexo, grant activity when the Foundation pays the vendor

11. P-Card_WorksTraining_Oct201111 Workflow – Part 1 Use the Card and get receipts –On-line confirmations, cash register slips –For phone orders ask for a written confirmation

12. P-Card_WorksTraining_Oct201112 Workflow – Part 2 Receive e-mail notice of transaction Log on to Works and process the transaction on line –Should be done soon after receiving notification

13. P-Card_WorksTraining_Oct201113 Workflow – Part 3 RCFS processing in Works –Receipt –Comments –FOAP –Sign-Off

14. P-Card_WorksTraining_Oct201114 Workflow – Part 4 FOP defaulted to primary budget AC defaulted to MCC Change FOP & AC if necessary AC 7013 default for generic MCC must be changed

15. P-Card_WorksTraining_Oct201115 Workflow – Part 5 Prior week’s transactions are posted each Wed. to the Banner budget No Budget checks in the program

16. P-Card_WorksTraining_Oct201116 Workflow – Part 6 At month end: –Receive e-mail notice –Print out cardholder statement(s) –Attach receipts –Obtain Unit Manager signature –Send statement(s) and receipts to A/P

17. P-Card_WorksTraining_Oct201117 Workflow – Part 7 The College automatically pays BOA

18. P-Card_WorksTraining_Oct201118 Workflow – Part 8 Unprocessed transactions in Works will be deducted from next month’s credit availability

19. P-Card_WorksTraining_Oct201119 Sales Tax & Disputes NJ State Sales Tax –Use Tax Exempt Letter –Tax ID printed on card Disputes –Resolve with merchant –Can dispute in Works

20. P-Card_WorksTraining_Oct201120 Security Keep card and card information in a secure location Immediately report missing cards to Ramapo College Purchasing